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Information for participants of AWI expeditions
From the idea to the expedition
The AWI runs different research platforms and organizes scientific expeditions. In doing so it is subject to national and international laws, customs and freight regulations as well as international agreements. Our department of logistics and research platforms provides support to all participants planning an expedition.
Please follow the 3 steps to ensure a successful and smooth realization of your project:
Instructions:
Please fill in all forms carefully, completely and readably in order to avoid time consuming questions, misunderstandings and delays when preparing your expedition.
Please take care that all necessary forms are presented to AWI logistics in due course. In case that any documents are missing or submitted too late your equipment might not be processed in due time, or, in the worst case, you will not be allowed to take part in the expedition.
In case of questions do not hesitate to contact the chief scientist of your expedition or the persons in charge in the logistics department.
Some specially marked forms must be submitted to AWI logistics as signed original - scanned email versions are not accepted. For details please see the mandatory deadlines list.
CORONA questionnaire:
All expedition leaders are requested to have the questionnaire filled in by all participants and then, taking into account the currently valid, nationwide restrictions, to make a decision on the feasibility of the respective expedition.
General forms valid for most expeditions
Personal questionnaire
- To be filled in for every single expedition.
- AWI employees have to attach a copy of their "Dienstreiseantrag"
- The questionnaire must be send as a signed original by mail to AWI-Logistics.
- The questionnaire must be signed by your employer. At the AWI that is your superior/leader of the scientific section.
- Not necessary for expeditions with Polarstern, Heincke, Uthörn, Mya II, Aade.
Medical questionnaire
Not necessary for expeditions with Uthörn, Mya II or Aade.
Polarsternexpeditions: Participants will get all information and the questionnaire within the "Expedition Interface System" - EIS.
- a medical examination according to medical questionnaire (MQ), well before the expedition, is mandatory for all participants.
- the AWI medical officer decides whether a participant is suitable to take part in an expedition.
- the checkup is valid for 12 months and has to be repeated thereafter, if necessary. Irrespective of this, the anamnesis sheet (pages 1-6) must be completed before each expedition and presented to the AWI medical officer.
- the participant is responsible for finishing the checkup - including all additional examinations in accordance with the AWI medical officer - in due time before expedition, which means: not earlier than 6 months and not later than 4 weeks before start of each expedition.
- a participant must not take part in an expedition without the approval of the AWI medical officer.
German participants
- the AWI medical officer is the relevant authority for AWI employees
- all other participants are asked to see the AWI medical officer if possible. Otherwise they can turn to their GP (with MQ) and have to bear the costs themselves.
- please send the MQ and the findings of your GP to the AWI medical officer only (via mail or fax).
Foreign participants
- all foreign participants are recommended to see the AWI medical officer if possible. Otherwise they can turn to their GP (with MQ) and have to bear the costs themselves.
- Please send the MQ and the findings of your GP to the AWI medical officer only (via mail or fax).
Address of the AWI medical service:
Werksarztzentrum Fischereihafen
Am Lunedeich 115
D-27572 Bremerhaven
Tel.: 0471 - 986 931-00
Fax: 0471 - 986 931-01
Download medical questionnaire (MQ)
Declaration of the employer
For employees from German institutions only, see german site.
Clothing Store - Polar clothes
Polarsternexpeditions: Participants will get all information and the clothing list within the "Expedition Interface System" - EIS.
All other expeditions:
How you get your polar clothing:
You can find the clothing list for each region to travel in section 2 (specific forms and information). Please download the list, open it on you computer and fill in the information (PDF with fillable fields, fill-in function only after download). Send it as PDF scan (external user) or as hard copy (AWI employers) to you PI, who will send the lists of all participants of the project to the logistics secretariat, c/o Martina Kniemeyer-Schulze.
Your list will be approved, signed and forwarded to the clothing store.
After that, please arrange an appointment for fitting and pick up at the clothing store (contact details below)
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CORONA UPDATE:
You may only enter the clothing store with an appointment. The special form Bestätigungsbogen„Coronavirus“ must be filled in and sent to Frau Kniemeyer-Schulze together with the clothing list.
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For special requirements, that are not on the clothing list, please contact logistics department or clothing store.
Contact persons in the department logistics and research platforms of AWI:
Dr. Eberhard Kohlberg
Dirk Mengedoht
Contact persons at the clothing store:
Maik Johanns
Mathias Meyer
Dienstleistungsgruppe AWI
Elbe-Weser Welten
Heinrich-Brauns-Straße 8
27578 Bremerhaven
Tel.: +49-471-926898-323
Fax: +49-471-926898-332
dgawi@eww.de
How to find the clothing store?
Routemap
Bremerhavenbus: 501 (express bus), 502, 503 und 508
Stop: "Hans-Böckler-Str./Bad 1"
Opening hours:
- Monday, Tuesday, Thursday: 8:00–16:00
- Wednesday: 8:00–15:30
- Friday: 8:00–13:00
- Lunch break: daily 12:00–12:30
UAS, UAV, flightsystems, "drones"
The use of unmanned aerial vehicles or systems during AWI expeditions and at AWI infrastructures requires consent by the AWI department Operations and Infrastructures. Please contact Tobias.Boebel@awi.de for information and the forms to be completed.
Please note:
If the risk of using an unmanned aerial vehicle at AWI infrastructures or on AWI expeditions is assessed as low and its use is approved by AWI, this does not constitute a license/permit in the aviation or environmental sense. AWI is not a permitting authority that can issue a legally required authorization. This is subject to the applicable regulations for the respective area of operation. You have to contact separately the responsible authority(ies) for the permit. All national specifics and permit conditions for the operation of the UAS must be observed.
In the case of the Arctic Polar Regions, the permit application has to be submitted to the state(s) responsible for the sovereign territory(ies) in which the operation will take place.
In the case of an operation in the Antarctic Treaty Area (south of 60°S) the approval of the competent authority of a State Party to the Antarctic Treaty Environmental Protocol is required in addition to the consent of the AWI.
If the use of the unmanned aerial system is to be carried out in the Antarctic and is organized in Germany or emanates from German territory, it is subject to the permit requirement of the German Environment Agency (Umweltbundesamt, UBA). For information on the application process, see:
It is advisable to submit the enquiry to the AWI and the application to the German Environment Agency (UBA) in parallel. It is not necessary to wait with your UBA application until AWI has processed your enquiry.
Contact:
Alfred-Wegener-Institut
Helmholtz-Zentrum für Polar-
und Meeresforschung
Logistik & Forschungsplattformen
Am Alten Hafen 26
27568 Bremerhaven
Specific forms and information
Antarctica - Neumayer Station III, Kohnen Station + ANT-Land
For expedition participants:
Schedule ANT-Land
Freight schedule 2020/21 - see Polarstern
Freight movement only with Polarstern (Freight documents until 23.10.2020, delivery to warehouse 02.-04.11.2020)
Template freight label 2020/21
Clothing list Antarctica (PDF with fillable fields, fill-in function only after download)
For project leader:
Antarctic - Dallmann laboratory
For further information, please contact Dirk Mengedoht
For project leader:
Project application form
(Last Deadline 30th April 2020)
Freight label Bremerhaven → Dallmann Laboratory
Freight label Dallmann Laboratory → Bremerhaven
Freight delivery at AWI Handelshafen 11.09.2020
Freight documents until 31.08.2020 to Transport@awi.de
Arctic - AWIPEV
For further information please visit:
(PDF with fillable fields, fill-in function only after download)
Arctic - Samoylov
The following background information about Siberia and Samoylov, converning the journy and the stay on the island is especially destined for those planning a reaserch stay at Samoylov station.
General information
Samoylovsky island where the station lies is situated in the large Lena delta. This river delta system is the largest of its kind on the total circum-Arctic mainland. It is situated at the Laptev Sea coast between Taimyr peninsula and the New Siberian islands. The next city is Tiksi.
Journey
There is a helicopter connection between Tiksi and Samoylov that takes 45 minutes. Alternatively there is a ship connecting Tiksi and the island which needs about 12 hours. Tiksi can be reached by airplane from Moscow or Jakutsk.
Geographical poisition
Samoylovsky island is situated at a geographical position of 72.2° N and 126.9° E.
Time zone
Samoylov is situated in the time zone UTC (CET) +9 hours. In summer, the middle European summer time CEST +9 hours resp. UTC +10 hours is used.
Energy supply
Energy supply in Russia and on Samoylovsky island is similar to that in Europe. Plug sockets on Samoylov are identical with the European ones. As Russian plug are a bit bigger that those usual in Europe it is possible that German plugs might not fit Russian plug sockets. Electricity at the station is produced by mean of a few Diesel generators and a small wind generator.
Telephone and email
The station disposes of a fixed satellite connection and WLAN. It can be reached on the phone via a Moscow fixed network number. In addition there are satellite telephones for emergency cases.
Drinking water
Drinking water is pumped from a near by lake. The new station has an own drinking water treatment plant and a waste water purification system.
Washing
The station is equipped with several showers that may be used permanently, as well as an electrical sauna. Moreover, the old "banja" is fired about twice a week. The new station is provoded with a washhouse with two washing machines and tumble dryers each.
Kitchen
The kitchen is completely furnished for the provision of all station employees and expedition participants. The cooking is done by an employed cook.
Midnight sun/Polar night
The sun does not got down from end of April to beginning of August. Total darkness prevails from mid November until end of January, when the sun is situated more than -8° underneath the horizon.
Seasons
Winter: dark, cold, sown coverage (December until February)
Spring: bright cold, snow coverage (march until May)
Summer: bright warm, humid, mud/rain (June until August)
Autumn: it is getting darker and cooler, rain/snow (September until November)
Practical information
Outdoor clothing
Particular clothing is needed for polar areas in winter and spring. Temperatures of less than -30°C require special attention when staying outdoors. Even in summer and autumn winter clothing like caps, gloves and warm coats are needed. Climate conditions are then to be compared with those in middle European autumn and winter. During this period, waterproof shoes are essential for land excursions. Because of the superficially thawing permafron soil the ground is very sludgy in July and August. For longer stays outdoor it is important to wear sunglasses of high quality in the bright seaon, because otherwise your eyes might be seriously damaged by the combination of snow covered ground and brillant sunshine.
Indoor clothing
The station building is well heated. Please bring your own indoor slippers to help keeping the rooms clean and dry.
(PDF with fillable fields, fill-in function only after download)
Other Shoreexpeditions
For further information please contact Dirk Mengedoht
(PDFs with fillable fields, fill-in function only after download)
Polar 5 & Polar 6
For the participation in a measuring flight campaign the "general forms" are needed. In addition, a "sea survival" is compulsory when taking part in measuring flights oer water.
For measuring flight campaigns in Antarctica, you must have participated in an "environmental seminar for Antarctica", moreover it is recommended to take part in a course for adequate behaviour in the mountains ("Bergkurs")
Outside of Antarctica, the PI needs to obtain all necessary national permits.
Polarstern
Expedition participants:
- EIS - Expedition Interface System; General info about EIS
- Map of Polarstern
- General arrangement plan Polarstern
- Polarstern-Wiki / MOSAiC Handbook
- 360 degr. tour
- Clothing list Polarstern is available for participants in EIS (see above)
- Deadlines
Chief scientists:
Heincke
Information and documents are only available in German:
These documents from the general part at the top of this page are necessary:
- application for the use of drones
- medical questionnaire & exam for cruises to polar regions or duration >14 days
Uthörn, Mya II, Aade, Diker
UTHÖRN:
MYA II, AADE:
Both vessels are allocated acc. to local requirements.
Please contact the station coordinator on the respective island.
Documents of part one on top of this page are not required for cruises with Uthörn, Mya II or Aade.
Contact:
Ships:
Marius Hirsekorn
Bjela König
Stations, Shoreexpeditions:
Dirk Mengedoht
Christine Wesche
Clothing store:
Dirk Mengedoht
Tim Heitland
Reports:
Christine Wesche
Dirk Mengedoht
Medical coordination:
Tim Heitland
Eberhard Kohlberg
Polar aircraft:
Martin Gehrmann
Silke Henkel
General Information
General
General:
- Freight handling
- Customs issues
- Insurance. (Accident & Health)
- Guidelines for environmentally correct behaviour
Please read the information carefully to be well prepared. If you have any questions regarding your expedition please contact one of the above mentioned.